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Key Takeaways:
- Listening well is a skill that you can learn.
- Good listening can help to improve relationships and make you more effective at work.
- "Active listening" is one way to listen better, by making a conscious effort to engage fully with what someone's saying, and to understand what they really mean.
- Five steps to active listening are: paying attention; showing that you're listening; providing feedback; deferring judgment; and responding appropriately.
Listening is one of the most important skills you can have. How well you listen has a major impact on your job effectiveness and on the quality of your relationships with other people.
For instance:
- We listen to obtain information.
- We listen to understand.
- We listen for enjoyment.
- We listen to learn.
Given all the listening that we do, you would think we'd be good at it! In fact, most of us are not. How much we listen and remember varies, due to variables like context and content. But the ability to retain information, read-between-the-lines and comprehend what the speaker is really thinking are key management skills.
Whichever way you cut it, there's a lot of information not getting through or being received! Luckily, there are a variety of techniques that have been developed and tested that can help us extend our ability. And one of the best things you can do to improve your listening skills is to practice active listening.
Tip:
Good communication skills require a high level of self-awareness. Understanding your own personal style of communicating will go a long way toward helping you to create good and lasting impressions with others.
What Is Active Listening?
Active Listening is where you make a conscious effort to hear not only the words that another person is saying but, more importantly, the complete message being communicated.
In order to do this, you must pay attention to the other person very carefully. You cannot allow yourself to become distracted by whatever else may be going on around you, or by forming counterarguments while the other person is still speaking. Nor can you allow yourself to get bored, and lose focus on what the other person is saying.
Tip:
If you're finding it particularly difficult to concentrate on what someone is saying, try repeating their words mentally as they say them. This will reinforce their message and help you to stay focused.
To enhance your listening skills, you need to let the other person know that you are listening to what they're saying.
Acknowledgment can be something as simple as a nod of the head or a simple "uh huh." You aren't necessarily agreeing with the person, you are simply indicating that you are listening. Using body language and other signs to acknowledge you are listening can also help you to pay attention.
Try to respond to the speaker in a way that will encourage them to continue speaking, so that you can get the information that you need. While nodding and "uh huhing" says you're interested, an occasional question or comment to recap what has been said also communicates that you are listening and understanding the message.
The Benefits of Active Listening
To understand the importance of active listening, ask yourself if you've ever had a conversation when you wondered if the other person was listening to what you were saying. You wonder if your message is getting across, or if it's even worthwhile continuing to speak. It feels like talking to a brick wall and it's something you want to avoid.
By becoming a better listener, you can improve your productivity and your ability to influence, persuade, and negotiate. What's more, you'll avoid conflict and misunderstandings. All of these are necessary for workplace success!
Tip:
Be aware that active listening can give others the impression that you agree with them even if you don't. It’s also important to avoid using active listening as a checklist of actions to follow, rather than really listening. It may help to practice Mindful Listening if you find that you lose focus regularly.
Top Tips for Active Listening
There are five key active listening techniques you can use to help you become a more effective listener:
1. Pay Attention
Give the speaker your undivided attention, and acknowledge the message. Recognize that non-verbal communication also "speaks" loudly.
- Look at the speaker directly.
- Put aside distracting thoughts.
- Don't mentally prepare a rebuttal!
- Avoid being distracted by environmental factors. For example, side conversations.
- "Listen" to the speaker's body language.
2. Show That You're Listening
Use your own body language and gestures to show that you are engaged.
- Nod occasionally.
- Smile and use other facial expressions.
- Make sure that your posture is open and interested.
- Encourage the speaker to continue with small verbal comments like yes, and "uh huh."
3. Provide Feedback
Our personal filters, assumptions, judgments, and beliefs can distort what we hear. As a listener, your role is to understand what is being said. This may require you to reflect on what is being said and to ask questions.
- Reflect on what has been said by paraphrasing. "What I'm hearing is... ," and "Sounds like you are saying... ," are great ways to reflect back.
- Ask questions to clarify certain points. "What do you mean when you say... ." "Is this what you mean?"
- Summarize the speaker's comments periodically.
Tip:
If you find yourself responding emotionally to what someone says, say so. And ask for more information: "I may not be understanding you correctly, and I find myself taking what you said personally. What I thought you just said is XXX. Is that what you meant?"
4. Defer Judgment
Interrupting is a waste of time. It frustrates the speaker and limits full understanding of the message.
- Allow the speaker to finish each point before asking questions.
- Don't interrupt with counterarguments.
5. Respond Appropriately
Active listening is designed to encourage respect and understanding. You are gaining information and perspective. You add nothing by attacking the speaker or otherwise putting them down.
- Be candid, open, and honest in your response.
- Assert your opinions respectfully.
- Treat the other person in a way that you think they would want to be treated.
Frequently Asked Questions
What Are Active Listening Skills?
Active listening skills include paying attention to what someone else is saying, showing that you're listening, giving feedback, refraining from judgment, and responding respectfully.
Why Is Active Listening Important in Communication?
Active listening helps you to avoid conflict and misunderstandings. It can positively impact your productivity and relationships. It's important for people to feel listened to when they're talking, and active listening ensures that this happens!
Is Active Listening Innate or Is It a Skill You Can Learn?
Active listening is a skill that you can learn and practice. As a first step, try out our tips in your next conversation.
Listening Skills Infographic
See Active Listening represented in our infographic: Listening Skills.
Key Points
It takes a lot of concentration and determination to be an active listener. Old habits are hard to break, and if your listening skills are as bad as many people's are, then you'll need to do a lot of work to break these bad habits.
There are five key techniques you can use to develop your active listening skills:
- Pay attention.
- Show that you're listening.
- Provide feedback.
- Defer judgment.
- Respond appropriately.
Start using active listening techniques today to become a better communicator, improve your workplace productivity, and develop better relationships.
References[1] Dale, E. (1947). "Audio-Visual Methods in Teaching," New York: The Dryden Press.
